Executive Assistant to the Associate Vice President, University Housing Services

Job Summary Under the general direction of the Associate Vice President for University Housing Services, the Executive Assistant provides high-level executive, analytical, operational, and supervisory support to University Housing Services. The position serves as the primary administrative and strategic partner to the AVP and supports the AVP’s office in sensitive, confidential, and complex matters that span multiple housing areas and campus departments. The incumbent performs specialized work of a highly sensitive and confidential nature requiring access to a variety of sources and forms of information as well as special projects requiring research and analysis, including responsibility for financial, personnel and payroll duties. The incumbent exercises independent judgment, coordinates department-wide initiatives, oversees administrative systems, leads major projects, conducts advanced analysis, and ensures department adherence with specific payroll, procurement, travel and operational policies and procedures. The position supervises administrative workflows, supports short and long-range planning, and designs systems that improve efficiency, accuracy, and service delivery.

Key Responsibilities

• Serves as the primary point of contact for the AVP, prioritizing communications, synthesizing issues, and independently determining appropriate responses and follow-up actions.
• Manages confidential correspondence, briefings, strategic documents, and communication materials for the AVP, ensuring accuracy, clarity, and alignment with departmental and university priorities.
• Coordinates executive-level meetings, retreats, presentations, and departmental initiatives, including preparation of agendas, research materials, action logs, and follow-through tracking.
• Supports the AVP which may include serving on committees, task forces, work groups, and working with campus-wide initiatives, ensuring seamless communication of University Housing Services objectives.
• Develops and maintains systems to streamline executive workflow, including annual calendars, strategic planning tools, documentation systems, and communication frameworks.
• Leads and manages complex cross-departmental projects, including operational improvements, new initiatives, and short and long-range planning activities.
• Conducts research, analysis and prepares reports evaluating policy, compliance requirements, operational systems, staffing models, and departmental performance metrics.
• Analyzes data from database systems to identify trends, develop insights, and recommend improvements.
• Drafts and revises departmental administrative policies, procedures, and operational guidelines, ensuring alignment with CSU and university regulations.
• Oversees administrative workflows for payroll, UP transactions, timekeeping, separation processes, and personnel documentation across multiple units within Housing Services.
• Ensures department adherence with university, CSU, state, and federal administrative policies, and resolves complex procedural or policy issues independently.
• Reviews and approves travel requests, reimbursements, purchasing activities, procurement card reconciliation, and financial transactions for accuracy and compliance.
• Develops administrative systems, workflows, documentation that enhance efficiency, accuracy, operational consistency.
• Hires, trains, evaluates, provides workflow direction and performance goals for the Administrative Analyst and assigned student assistants, setting priorities, reviewing work products, and ensuring accuracy and adherence with department and campus policies, procedures and protocols
• Develops training tools, desk manuals, workflow guides, and operational documentation for department administrative processes.
• Oversees cross-unit administrative coordination, ensuring tasks are completed timely and align with departmental expectations.
• May lead onboarding and ongoing development of administrative staff to strengthen departmental effectiveness.
• Serves as a backup departmental liaison for S2, Dormakaba, and Morse Watchmans locking database systems, providing support for year-round residential access operations and assisting with system maintenance as needed.
• Develops and assists in designing user resources such as guides, digital walkthroughs, and instructional tools that help system users navigate StarRez, S2, and Dormakaba platforms.
• Provides backup support for access control readin…